Clinic Administrative Assistant

Position Overview

This position is located in the Gallatin County Sheriff's Office Detention Division and is responsible for protecting the integrity of the medical records generated by medical staff. Ensures the medical clinic runs smoothly and efficiently. Answers the phone, directs calls to the appropriate person and or takes messages. Provides medical information to inquiries as appropriate and compliant. Actively engages in cost savings and recovery strategies utilizing local state and federal programs, initiatives or grants. Answers inmate inquiries about medical billing. This position is supervised by the Detention Center Clinic Director.

General Office Duties

• Communicates in a professional manner with inmate's family/friends, attorneys or guardians regarding medical care and concerns following all HIPAA guidelines.
• Attends and participates in committees as required (team and mental health meetings, safety committee, etc.). Distributes notes appropriately.
• Participates in professional development activities and maintains professional affiliations.
• Assists with implementing new workflow to maximize efficiency.
• Communicates clearly and effectively with staff. Establishes and maintains subjective work relationships with inmates, staff and the public.
• Inventories, orders and picks up clinic supplies, labs and meds as needed.
• Assists nurses by pulling charts, answering phones, and answering standard procedure questions.
• Mitigates issues with the pharmacy.
• Assists with the pharmacy audit.
• Checks/logs in medication mail orders and the delivery of medications per the Clinic policy.
• Destroys stored medications per Clinic policy.
• Maintains medical and office equipment.
• Stocks exam rooms.
• Maintains counts/audits on Clinic's sharps.
• Organizes and maintains a procedure manual for clinic staff.
• Assists with developing and managing a nurse preceptor program.
• Coordinates patient flow in the clinic.
• Performs general administrative duties as needed.
• Creates and monitors IT requests.
• Assists with special projects and planning large purchases.
• Reviews the accuracy of timesheets of clinic staff prior to forwarding onto the Office Manager.
• Coordinates access to internal and Hospital electronic health records.

Scheduling

• Monitors staffing of clinic to ensure proper coverage in accordance with the Clinic Director.
• Assists in scheduling outside appointments.
• Coordinates clinic staff education and training.
• Assists with coordinating efforts in meeting regulatory compliance.
• Assists in planning and coordinating clinic staff meetings.
• Reviews bookings to ensure scheduling of 14-day evaluation.

Medical Billing

• Tracks preauthorization for DOC or other inmates.
• Answers billing kites from inmates.
• Processes pharmacy returns per the Clinic policy.
• Negotiates pricing when authorized to do so.

Records

• Ensures health information is maintained as required for HIPAA compliance.
• Scans/Files medical and relevant data in the medical record within 3 days of care delivery.
• Ensures completion of medical release information to obtain medical records as necessary.
• Requests relevant information from other providers.
• Releases relevant information to other providers as allowed by law and policy.
• Provides inmate records to transport officer.

Statistics

• Compiles and formats medical clinic data for dashboard weekly and monthly to include: break down of medical contacts, kites, grievances, charts reviewed, inmates on medications, etc.
• Compiles and formats mental health data for dashboard weekly and monthly to include: kites, mental health contacts, etc.
• Maintains yearly turn over statistics and other statistics as needed.

Operations

• Informs supervisor and or security staff of critical information that may affect safety/security or care of the facility.
• Keeps the Medical Provider and supervisor informed at all times of relevant information.
• Complies with all Gallatin County, Sheriff's Office and Detention Center policies, procedures and rules and provides documentation as required.

Other Duties As Assigned

Performs a variety of other duties as assigned by the Detention Center Administrator. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

Qualifications

This work requires knowledge of the principles and practices, theories, laws and authorities of corrections and medicine that includes: medical; terminology, insurance, billing and accounting, office management, operation and maintenance of equipment used in an office; community resources; health care records management; interpersonal relations; Detention Center policy and procedures; inmate rights; common safety hazards and precautions; and the ability to apply knowledge; handle sensitive and confidential information; communicate effectively both in writing and verbally; react well in emergency situations; and establish and maintain cooperative relationships with those contacted in the course of work.

Education & Experience

The required knowledge and skills are generally acquired through a combination of education and experience equivalent to two (2) years of post-secondary education or training in office management, business, accounting, or related field plus three years of related experience including office and records management.

Supplemental Information

Work Environment/Physical Demands The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stresses, which require a range of safety and other precautions. Work is performed in situations and environments that provide opportunities for exposure to AIDS, other blood-borne pathogens, communicable diseases, toxic substances, medicinal preparations, and other conditions common to a clinic environment. At times the incumbent would be required to handle contentious situations in a professional manner. The work requires moderate physical effort or exertion when carrying medical equipment. In performing the duties of this position, physical requirements include the ability to sit, stand, walk, reach, bend, manipulate folders, papers, operate equipment, lift up to 50 pounds and drive. As a condition of hire, the selected candidate will be required to successfully pass a criminal history check and background investigation. For application consideration, the following documents are required:

• Resume
• Cover Letter
• Three (3) Work References